· Web view2008. 10. 10. · PUBLISHED BY: Wizard Computer Training Pty Ltd ABN 57 055 976...

PowerPoint

2007Intermediate

Presentation Design and Layout

A ONE-DAY COURSE

Title: PowerPoint 2007 Intermediate – Presentation Design and Layout

Edition: 1.0.0

Issued: May 2008

PUBLISHED BY:

Wizard Computer Training Pty Ltd ABN 57 055 976 335Typeset and published in Microsoft Word 2007.

Word is a registered trademark of the Microsoft Corporation.

© Wizard Computer Training Pty Ltd 2008All rights reserved. No part of the contents of this bookmay be reproduced or transmitted in any form or by any meanswithout the permission of Wizard Computer Training.

Care has been taken to ensure that the information provided in this manual is accurate and complete. Wizard Computer Training takes no responsibility for any damages arising from the use of the information contained in these notes.

Table of contents1 Creating Charts 1

Charts.......................................................2

Inserting a chart.......................................2

Editing chart data.....................................4

Formatting a chart....................................5

Link a chart to Office Excel.......................6

Flow Charts..............................................7

SmartArt flow charts................................8

Drawing a flow chart..............................10

Organisation Charts................................12

The Organisation chart tools..................13

2 Slide Show and Animation 17

Delivering a Slide Show..........................18

Navigating a slide show..........................19

Animation..............................................20

Applying built-in animation....................21

Applying custom animation...................22

Chart animation.....................................26

Animating SmartArt diagrams................27

Navigating in Slide Show........................28

Hyperlinks..............................................28

Using hyperlinks.....................................29

Action buttons........................................30

Linking to files........................................31

3 Movies and Sound 33

© Wizard Computer Training Pty Ltd

Adding sounds........................................34

Compatible sound formats.....................34

Sound file formats..................................34

Music from a CD.....................................39

Adding movies........................................41

Compatible movie formats.....................42

Movie file formats..................................42

Play a movie full screen..........................43

Previewing a movie................................44

Flash Shockwave movies........................44

4 Creating Support Materials 49

Speaker Notes........................................50

Headers and Footers..............................51

File Formats...........................................54

Saving in other formats..........................56

Save as an image....................................58

PowerPoint web save formats...............59

The Publish options................................60

Package for CD.......................................61

Create handouts in Word.......................62

Print layouts...........................................64

5 Reviewing 69

The Review tab.......................................70

Adding comments..................................70

Editing comments..................................71

Removing hidden data...........................72

Types of hidden data and personal information 72

The Document Inspector........................73

The Compatibility Checker.....................75

Protecting a presentation......................77

6 Presenting a Slide Show 83

Create a custom show............................84

Basic custom shows...............................84

Playing a custom show...........................86

Screen Resolution..................................88

Presenter View.......................................89

Enabling two monitors...........................89

Enabling Presenter View........................90

Narration................................................91

Automatic slide timings and narration...91

Embed or link a narration.......................92

Self-running presentations.....................94

Set a presentation to run at a kiosk.......94

Rehearse and record timings.................95


How to use this manualThe section at the beginning of your manual details the latest science in preventing Repetitive Strain Injury, an identified risk to people using computers. Overuse of the mouse has been identified as the number one risk. Therefore instructions are presented using menu commands but where appropriate, keyboard shortcut commands and right-click (alternative mouse button) menu options will also be listed.

Your skill level on commencement of a course impacts the learning experience and the success of the outcome for you. For all courses except our Essentials level courses, the exercise at the beginning will test whether you have the necessary skill to undertake this course successfully. If you have trouble completing this please raise the issue with your trainer as to the best way to proceed.

The design of your manual is to support maximum learning for you during and after the course. Your manual is structured in visual levels and is easy to navigate. We would encourage you to review this manual a number of times after completing the course to refresh your memory and allow you to take full advantage of the many skills, tips and tricks to which you were introduced on the course. You cannot hope to be fully competent with everything that will be covered on this course immediately the course is finishes. Some practice, trial and error, by you after the course will help make these skills come readily to hand as you move on to master the software.

The aims and objectives of the course are tested throughout the manual by exercises and reviews, to reassure you that you have understood the content and feel comfortable with the task.

A topic area may consist of several lessons to be learned. Each lesson documents, in a procedure, the steps necessary to perform a task. However the instructions are not specific to using a particular file. Each procedure is generally followed by a workshop to practice the information learned.

Navigating your manual

This visual layout enables you to quickly scan the page and focus on the information needed.

Level One consists of the headings and diagrams

Level Two consists of bolded commands and symbols that give quick access to the steps and useful information

Level Three is the detailed text

The Table of Contents at the beginning of your manual provides quick access to broad topic sections.

The beginning of each chapter shows a list of learning objectives as a summary of chapter contents.


The Index at the end of your manual is detailed to enable precise location of the information sought.


How to prevent Repetition Strain Injuries ix

Terms and Symbols

This manual uses the following specific terms:

Select specifies a required specific menu command or dialog option

Choose indicates that the user may have a variety of options

Click indicates that a tool button or command button is to be activated

Press indicates keyboard commands

This manual uses the following standards, indicated by symbols:

Procedure Details the steps required to perform a task or procedure

Workshop Details the steps for an instructor led exercise

Exercise Details the steps for a section review exercise

Keyboard: Useful keyboard shortcuts are shown in this format.

Tip: Provides a useful hint or information about using a related function.

Note: Provides additional information related to the topic.


10 PowerPoint 2007 Intermediate – Presentation Design and Layout

Caution: Details possible negative consequences of performing an action.

Best Practice: Indicates a method which may be the most efficient (least amount of effort) and effective (best results) way of accomplishing a task.

How to prevent Repetition Strain InjuriesMinimise risk of developing RSI-related complaints by taking the following into consideration:

Work behind a computer no more than 5 to 6 hours per day. This includes the hours you work with a computer at home

Correctly set up your screen keyboard and document holder

Adjust your chair and table adequately support your back, arms and feet

Adopt a good working posture with back straight and shoulders relaxed

Alternate between working behind the computer and other tasks

Alternate between easy and difficult tasks

Take regular short breaks and briefly leave the work station

Do regular exercises to relax your limbs

Build techniques other than the mouse to access the software content.

Setting up the workstation

A well set up workstation is the first step towards preventing RSI symptoms. The necessary requirements are listed below:

Height of the sitting position

Place feet flat on the ground or on a foot rest


How to prevent Repetition Strain Injuries xi

Check the circulation to your upper legs and knees is not restricted. Angle the upper and lower leg approximately 90 degrees with the lower legs vertical.

Back support

Adjust the height of the back of the chair to support the lower part of the back

The arm rests

With upper arms relaxed and hanging down and lower arms in a horizontal position, elbows should just touch the arm rests

The upper and lower arms form a 90 degree angle. Relax shoulders to avoid sitting behind the keyboard with hunched shoulders

The work surface or desk

The height of the arm rests of the chair should be the same as the height of the work table

If necessary adjust the height of the desk. If this is not possible, adjust the height of the chair and use a foot rest if you are not able to place your feet flat on the ground

If the work surface is too low, blocks or telescopic legs may be a solution, but make sure there is sufficient leg room

Reading and writing activities

The area of the table used for reading and writing activities is at a good height if, with relaxed upper arms hanging downwards, the work surface is a few centimeters above elbow height.

Monitor and accessories

The monitor

Sit straight in front of the monitor

Position the monitor 50 to 70 cm away from your eyes

With the top of the monitor at eye-level, the angle of vision should be about 30 degrees; larger angles can lead to neck complaints



Elevate the monitor to bring the screen to the correct height if necessary

The keyboard

Place the keyboard 8 to 10 cm away from the edge of the work surface and sit straight in front of it

The keyboard should not be too high; otherwise the work surface will no longer provide any support

Hold the wrists/hands above the keyboard when typing. Keep wrists straight and avoid bending the wrists too far backwards, as this can cause problems

The document holder

Use a document holder if you have to input data for prolonged periods of time

Reduce the load on the neck and shoulders by having the text on the paper at the same eye level as the monitor

Place the text (holder) between the keyboard and the monitor if you do not touch type

The mouse

Use the function keys wherever possible to avoid using the mouse. The Help function on the computer will automatically indicate the alternatives. When using the keyboard allow your fingers to rest on the keys

A good mouse is not too big to cause the hand to be bent backwards. This position can result in a great deal of stress on the joint. People with small hands may find a wrist support helpful

You can customise the mouse speed and double click function settings in the control panel on your computer

If several mouse movements (lifting and repositioning) are required to move the cursor across the screen, the speed is set too low. However, if the mouse speed is set too high, the cursor will shoot past the target with even a small movement

Set the double-click function to slow or use a mouse with three buttons, with the middle button replacing the double-click function

Place the mouse close to both body and keyboard

Use the mouse with the alternate hand from time to time


How to prevent Repetition Strain Injuries xiii

Allow the edge of your palm to rest on the mouse pad. An ergonomically-designed mouse ensures that the hand and wrist are in the most natural position. Hold the mouse in the front of your hand and allow the fingers to rest on the mouse buttons in a relaxed manner

Hold the mouse in a straight line with the lower arm. Do not bend the wrist to the right or the left

When making smaller movements with the mouse support the lower arm by the table or an arm rest

Larger movements with the mouse are made from the elbow and not the wrist



Climate in the workplace

A good workplace has a good interior climate, few disturbing noises and good lighting.

Because (computer) equipment produces a fair amount of heat, the climate in the workplace needs to be regulated to ensure that dry air and heat are not the cause of problems.

Laser printers and photocopy machines which are used frequently should ideally be placed in a ventilated room due to heat and dust production.

If possible place noisy equipment such as printers in a separate room. Too much disturbing noise can result in poor concentration problems. This in turn can cause you to tense your muscles whilst working.

Incorrect lighting can cause disruptive reflections on the computer screen.

There may also be other reasons for a poor climate in the workplace, such as draughts. Draughts can often cause a person to work with hunched shoulders, which can lead in turn to tensed muscles.

Home situation

The situation at home can also contribute to or alleviate problems. The following tips should help in alleviating problems:

Avoid carrying out activities which aggravate the pain such as cycling, mopping the floor, ironing, carrying shopping, playing piano/violin

Make sure you alternate sufficiently between rest and movement

Improve your fitness

Manage your stress

Make sure you have a good workstation at home, do not use the laptop on the kitchen table or on your knee

As at work, take regular breaks from repetitive tasks


How to prevent Repetition Strain Injuries xv

Exercises to prevent RSI

A good starting position for these exercises is as follows:

Sit or stand with a straight back

Keep your head straight with your crown pointing to the ceiling

Your shoulders should be kept low and relaxed

Take a couple of deep breaths in and out and focus your attention on your neck and shoulders. Continue to breathe smoothly throughout the exercises; do not hold your breath.

1. Sit up straight. Relax your shoulders and lift your head up out of your neck. Pay attention to the feeling of space this creates, not just in your neck, but in the whole upper body. Feel your breath.

2. Stretch your arms up and make yourself as tall as possible.

3. Keep your shoulders low. Imagine your shoulder joint is a clock. Make circular movements with both shoulders. First 10 circles in a forwards movement and then 10 circles backwards. Do this slowly and focused. Feel the effect it is having.

4. Allow your arms to hang loose alongside your body. When breathing in, lift your right shoulder. While you breathe out, move the right ear to the right shoulder. Breathing in: straighten up your head again. Breathing out: drop right shoulder again. Feel the difference between your right and left shoulder. Repeat this exercise twice more on the right side and then three times on the left side.

5. Make sure you have warm hands (rub them to warm them up). Place them on your neck/throat. Make small circular movements with your head. You can also loosen the grip and make slightly larger circles with your head. Feel what is happening. Allow the circles to become smaller until your head is in the centre again. Feel the effect this has. Shake out your hands and arms.

6. Bring your shoulders to your ears and drop them in one go when you breathe out.

7. Place your warm hands on your shoulders. Allow the fingers to press firmly on the muscles. Move your elbows up and down so that the tips of the fingers move around. In this way massage the muscles at the top of your back. Remove your hands, and shake out your arms in the starting position.

8. Rotate your hands from the wrists (to the left and the right).

9. Spread out and then tighten your fingers into a fist a number of times.

10. Shake out your arms, including your hands and fingers in the movement.


Course IntroductionWelcome to our Microsoft PowerPoint – Presentation Design and Layout course, which is designed for users who have attended the PowerPoint 2007 Essentials course. Microsoft PowerPoint 2007 has many differences to earlier versions of PowerPoint and it is strongly recommended that clients attend the Essentials course before the Intermediate.

Course aim

The aim of this course is to learn how to create charts, animate a presentation, add movies and sound, create support materials – for example handouts in Microsoft Word and to prepare the presentation for distribution. This includes checking and removing hidden content from the presentation and checking for compatibility.

Course objectives

At the completion of this course, participants should be able to:

Embed from, or link to, a chart in Excel

Insert a chart using PowerPoint’s tools

Edit chart data

Add SmartArt flow charts

Add Organisation Charts

Deliver a Slide Show

Apply built-in animation

Apply custom animation

Add hyperlinks

Link to other files

Add sounds and movies

Use compatible sound and movie formats


Add Flash Shockwave movies

Add speaker notes

Add headers and footers

Save in other formats

Use the Package for CD

Create handouts in Word

Use print layouts

Add and edit comments

Remove hidden data

Use the different types of hidden data and personal information

Use the Document Inspector

Use the Compatibility Checker

Protect a presentation

Create a custom show

Adjust screen resolution

Understand and know how to enable Presenter View

Know how to enable two monitors

Know how to use automatic slide timings and narration

Know how to set up self-running presentations

Know how to rehearse and record timings


How to prevent Repetition Strain Injuries xix

Revision Exercise

The following exercise provides a revision of some of the most important features of the PowerPoint Essentials course – Creating a Presentation.

Workshop Revision – creating a presentation

1. Create a new, blank presentation.

2. Add the following to the title slide:

Title: Wizard BooksSubtitle: We supply all types of Books!

3. Add a new slide and the following information:

Title: Excel CoursesExcel EssentialsExcel – Data ManipulationExcel – Functions and FormulasExcel – Working with Pivot Tables

4. Change to the Outline Tab, and add the following slides:

Title: Gardening in AustraliaFlowering TreesGrowing VegetablesBerries and VinesOrganic Gardening

Title: Touring CanberraNational MuseumAustralian War MemorialQuestaconFloriade

5. Save the file into the exercise folder, naming it My Revision.

6. Change the layout of the third and fourth slide and add clip art.

7. Save and close the file.


Creating Charts

Charts in PowerPoint 2007 are fully integrated with other Office 2007, which is a change from earlier versions. Excel charts are created in PowerPoint by clicking on the Chart button on the ribbon, but the chart created is embedded into PowerPoint as a Power Point chart. The Excel data is stored in the PowerPoint presentation, enabling it to be edited.

Organisation charts are created using SmartArt graphics, which offers a simple and fast way to create many types of diagrams.

Objectives

By the conclusion of this chapter you should be able to:

Create a chart using PowerPoint’s tools

Edit chart data

Format a chart

Link to, or embed from, an Excel chart

Insert SmartArt flow charts

Draw a flow chart

Insert Organisation Charts

Use the Organisation chart tools


1

Charts

By default, PowerPoint uses Microsoft Excel to create charts. If Excel is not installed, it will use Microsoft Graph. There are many different types of graphs available to inform the audience about, for example, sales figures and trends.

Charts may be added to a presentation in two different ways:

1. A chart can be inserted into PowerPoint.

2. A chart can be linked to, or embedded from, Excel.

Inserting a chart

The chart data is edited in Excel 2007 and the worksheet is saved into the PowerPoint file.

Note: Presentations created in Office 2003 or earlier will continue to

allow edits using the older methods.

Procedure To insert a chart into PowerPoint:

1. Create a new slide.

2. Change the layout to Title and Content.

3. Click the Insert Chart button.

The Insert Chart dialog box appears.

4. Select a chart type from the list.

5. Click OK.

An Excel window titled Chart in Microsoft Office PowerPoint appears.

6. Type the data in to the Excel cells as required.


Chapter 6 Presenting a Slide Show 3

7. Resize the data area by dragging the handle on the bottom right corner.

8. Close Excel.

Note: When dragging the handle to resize the data area, it can only be dragged in one direction each time.

Figure 1-1 Insert Chart dialog box

Figure 1-2 Excel data area on Chart in Microsoft Office PowerPoint file

Workshop Inserting a chart into PowerPoint

1. Close any open files.

2. Open the file Charting.


Drag to resize data area


3. Add a new slide to the end of the presentation.

4. Create a chart using the following data:

Title: Book Sales

Chart Data:

1st Half 2nd Half

Computer 294 269

Travel 409 126

Garden 347 115

5. Close Excel.

6. Save the file.

Editing chart data

Chart data is edited in Microsoft Excel. This can be done by using the ribbon or choosing from the right mouse menu on the chart.

Figure 1-3 The Chart Tools, Design ribbon

Procedure To edit chart data:

1. Double click the chart.

The Chart Tools, Design ribbon appears.

2. Click the Edit Data button.

The Excel sheet Chart in Microsoft Office PowerPoint appears.



3. Edit the data as required.

4. Close Excel.

Workshop Editing a chart

1. Edit your chart data as follows:

1st Half 2nd Half

Computer 350 380

Travel 450 250

Garden 500 150

2. Save the file and keep it open.

Formatting a chart

PowerPoint offers a large variety of chart types and formatting options to allow the user to attract the audience’s attention.

Procedure To format a chart:

1. Right click the item to format.

2. Select an action from the menu.

Figure 1-4 The right-mouse chart menu



Note: An option must be chosen on the left side of the format dialog box

to display options on the right side.

Figure 1-5 The Format Data Series dialog box, Series Options

Figure 1-6 The Format Data Series dialog box, Fill Options, with Solid fill chosen

Note: Chart fonts are formatted using the Home tab and the normal font

options.



Workshop Formatting a chart

1. Remove the gridlines from your chart.

2. Change the colour of the data series 1st Half to dark blue and 2nd Half to gold.

3. Format the Axes text dark blue. (this is done from the Home tab, with normal font formatting)

Link a chart to Office Excel

A chart can be copied from an Excel file and then pasted into the PowerPoint presentation. The data in the chart will be linked to the Excel spreadsheet and any changes to the chart data must be made in the original file. The Excel worksheet is saved as a separate file.

Procedure To link a chart to Office Excel:

1. Create a new slide in PowerPoint.

2. Change the layout to Title and Content.

3. Open the Excel file which contains the chart.

4. Copy the chart and paste it onto the PowerPoint slide.

The chart is pasted to the slide and the paste options button appears.

5. Select an option from the paste options button.

Figure 1-7 The paste options button menu



Note: The default action is to link the data to Office Excel.

Workshop Linking a PowerPoint chart to Office Excel.

1. Create a new slide in the presentation Charting.

2. Open Excel and open the Excel file Book Data.

3. Copy the chart and paste it into PowerPoint.

4. Observe the paste options button.

5. Save the PowerPoint file.

6. Close Excel.

7. Edit the data for Qtr 1, Computer to 380.

8. Save and close the PowerPoint and Excel files.

Flow Charts

Flow charts are used to show different types of relationships.

Flow charts can be created using SmartArt graphics or drawn by the user using the drawing tools.

SmartArt graphics allow the user to change bulleted text into a diagram, or to create the diagram from the start and add the text and new shapes.

SmartArt flow charts

The fastest way to create a flow chart using SmartArt is to apply a slide layout and then add the text as required. A variety of different layouts can be chosen and extra shapes can be added. A SmartArt Tools Design tab, which will appear when a SmartArt graphic is selected, provides options to format the diagram.



Figure 1-8 The SmartArt Tools Design tab

Procedure To create a flow chart from a layout:

1. Add a new slide to the presentation.

2. Select a Title and Content layout.

3. Click the Insert SmartArt Graphic button.

The Choose a SmartArt Graphic dialog box appears.

4. Select a category from the left pane.

OR

Scroll to view all the categories on the right pane.

5. Choose the required diagram.

The diagram is placed on the slide.

Figure 1-9 The Choose a SmartArt Graphic dialog box

6. Click a shape and add text.

Procedure To add a new shape:

1. Right click a shape.



2. Select Add Shape from the menu.

OR

Click the Add Shape button on the SmartArt Tools Design tab

Figure 1-10 Right mouse context menu from the outside edge of a shape

Note: The right mouse menu displayed when clicking the inside of the

text box has more options, but may also be used to add a shape.

Procedure To create a diagram from bulleted text:

1. Click the text block.

2. On the Home tab, click the Convert to SmartArt Graphic button.

The SmartArt Graphics menu appears.

3. Select the required diagram.



Figure 1-11 The SmartArt Graphics menu

Workshop Using SmartArt to create a flow chart

1. Open the file Flow Charts.

2. Click the text block on slide 2 – Beginning Excel and change it to a Basic Process diagram.

3. Create a new slide and create a basic flow diagram to show the following:


Drawing a flow chart

Another way to produce a flow chart is to use the drawing tools. PowerPoint provides a good selection of shapes and connectors to create an effective flow chart.



Procedure To draw a flow chart:

1. Create a new Title Only slide.

2. On the Home tab, click the Shapes button.

3. From the menu, choose from the Flowchart shapes.

4. Select a shape then click and drag to draw it on the slide.

5. Click the Shapes button and select a connector from the Lines menu.

6. Move the mouse over a shape on the slide and click to join the connector to the shapes.

Note: The connector will join to the selection handles on the object.

Tip: To quickly copy a shape, hold Ctrl and drag.



Tip: To move and object, click and drag the outside edge, or use the

direction arrows after clicking the outside edge.

Workshop Drawing a flowchart

1. Use the file Flow Charts.

2. Add a new slide to the end of the presentation.

3. Draw a flow chart as illustrated below.

4. Save the file.

Organisation Charts

An organisation chart graphically represents the management structure of an organisation. In Office 2007, SmartArt graphics are used by default to quickly create a variety of organisation charts. Older versions of Microsoft Office used an add-in program to create organisation charts in all the programs.

The Organisation Chart Add-in for Microsoft Office programs is not installed automatically with Office 2007, as it was with previous versions. The add-in can be installed from the installation disk if required.

Procedure To create and organisation chart:



1. Create a new Title and Content slide.

2. Click the Insert SmartArt Graphic button.

3. Choose Hierarchy from the left side.

4. Select the required design from the right side of the dialog box.

5. Click in the boxes and type text as required.

Figure 1-12 Choose a SmartArt Graphic dialog box

Figure 1-13 The Hierarchy layout

The Organisation chart tools

When the organisation chart is created, the Design tab will display the SmartArt Tools, including the tools for the organisation chart.



Figure 1-14 The Design tab, showing SmartArt tools

Workshop Creating an organisation chart

1. Use the file Flow Charts.

2. Add a new Title and Content slide to the end of the presentation.

3. Use SmartArt graphics to create a flow chart and add text as displayed below.

4. Save the file.

Adding shapes

Shapes can be added and promoted or demoted.

Procedure To add shapes:

1. Click the shape where the chart is to be extended.

2. On the Design tab, click the Add Shape button.

3. To add a shape at the same level, choose from Add Shape After or Add Shape Before.

4. To add a shape on level below, choose Add Shape Below.



Note: Add Assistant is only available for organisation chart layouts, not

Hierarchy.

Promoting and demoting

Shapes can be promoted or demoted above or below another shape.

Procedure To promote or demote a shape:

1. Select the shape to promote or demote.

2. On the Design tab, from the Create Graphic group, click Promote or Demote.

Workshop Adding shapes

1. Add a new shape and promote shapes as displayed below.




Revision Check your knowledge

1. By default, what other Office program does PowerPoint use to create a chart?.................................................................................................

2. What is the difference between linking a chart to Excel, compared to creating it within PowerPoint?..............................................................

3. What would have to be considered if the presentation was going to be distributed, for example by CD, if a chart in the presentation was linked to an Excel file?

..............................................................................................................

..............................................................................................................

4. What feature is used to create flow charts?.........................................


Slide Show and Animation

Text and objects in a presentation can be animated to give them audio-visual effects. Animation can be used to focus on important points and increase viewer interest in a presentation.

PowerPoint offers built-in animation effects or custom effects which can be modified by the user. Animation effects can also be applied to individual slides or to the Slide Master.

Objectives


Deliver a Slide Show

Navigate a slide show

Apply built-in animation

Apply custom animation

Add chart animation

Animate SmartArt diagrams

Add Hyperlinks

Create action buttons

Link to other files


2

Delivering a Slide Show

A presentation should be planned considering the audience it is going to be delivered to. Most presentations are delivered to a live audience, so it is very important that the presentation will maintain interest and be easy to view.

Once a presentation has been prepared, it is important to run the presentation and view it on a projector screen, similar to the environment that is going to be used. A presentation that has a good appearance on a computer screen may not look as good when it is displayed on a large screen by a light projector.

Procedure To run a presentation:

1. Press the F5 function key.

The presentation will begin the Slide Show from the first slide.

OR

On the View tab, click the Slide Show button.

2. Click the slides to advance.

Procedure To close Slide Show”

1. Press Esc.

OR

Right–click the screen.

Choose End Show from the menu.



Note: There is a menu at the bottom left corner of the Slide show to give

different options.

Note: To play the current slide, press Shift + F5.

Navigating a slide show

The mouse and the keyboard can be used to navigate a slide show.

Keyboard commands and context menus to navigate Slide Show

Navigation Method

Go to the first slide. Home key

Go to the last slide. End key

Go to the next slide. Click the current slide, or press , or press .

Go to the previous slide. Right-mouse click the slide and choose Previous, or press , or press .

Go to any slide. Right-mouse click on the slide and choose Go to Slide, then select from the list.

Table 2-1 Navigating the Slide Show

Note: There are a number of other methods to navigate a slide show, but the most common have been listed.



Figure 2-1 Slide Show menu buttons



Keyboard commands in a slide show

Keyboard commands to assist in running a slide show can be displayed by pressing the F1 function key.

Figure 2-2 Slide Show Help

Workshop Running a presentation

1. Close all presentations and open the file Slide Show.

2. Run the presentation from the beginning, using the F5 function key. (Note that the Lakes slide is blank for a future exercise.)

3. Advance slides using a click.

4. Use the Slide Show buttons to run the slide show.

5. Display the Slide Show Help.

6. Leave the Slide Show using Esc or the right mouse menu.



Animation

Text and graphics in the presentation can be added to focus on important points and increase viewer interest. Built-in or custom animation effects can be added to individual slides or the slide master, which would apply the effects to all slides.

Caution: It is important not to have too much animation in the presentation, as the audience can find it to be annoying, particularly if it interferes too much with the flow of the information.

If the presenter may need to navigate back and forwards between slides, the animation is going to play every time.

Applying built-in animation

Built-in animations can be chosen from a list.

Procedure To apply a built-in animation:

1. Select the text or object.

2. On the Animations tab, in the Animations group, select the required animation from the Animate list.



Workshop Applying built-in animation

1. Use the file Slide Show.

2. On the second slide, on the text block, apply the built-in animation effect Wipe.

3. Use Shift + F5 to view the slide show and animation.


Applying custom animation

Custom animation gives more control over how and when effects are applied. More than one animation can be applied to give entrance, exit or emphasis options.

Sound can be added using the effect options dialog box.

The Custom Animation pane displays on the right side of the screen.


Motion path


Figure 2-3 Normal view, showing the Custom Animation task pane

Procedure To apply custom animation and sound:

1. Select the text or object to animate.

2. On the Animations tab, in the Animations group, click Custom Animation.

The Custom Animation task pane appears.

3. In the Custom Animation task pane, click Add Effect and select from the following:

Entrance – gives an effect as the object enters

Emphasis – for example a spin effect can be added to an object

Exit – this effect takes place as the object leaves the view

Motion paths – this effect makes an object move in a specified pattern

4. Right-click the custom animation effect in the custom animation list and choose Effect Options.


Change the order of the animation

Custom animation


The Effect Options dialog box appears.

5. From the Effect tab, choose the direction from Settings.

6. From Enhancements, choose from Sound and an action for After animation and Animate text:.

7. Click OK.

Note: Bullets can also be animated by 2nd, 3rd, 4th, or 5th level paragraphs.

Figure 2-4 Custom animation effect right-mouse menu

Figure 2-5 The Effect Options dialog box – Effect tab



Figure 2-6 The Effect Options dialog box – Timing tab

Figure 2-7 The Effect Options dialog box – Text Animation tab

Tip: Basic effect options can be applied by selecting the animation effect

and choosing from options on the Custom Animation task pane.



Note: The animation is displayed as a grouped Content Placeholder,

which can be opened to animate individual bullets points.

Procedure To add a motion path animation:

1. Select the object.

2. On the Custom Animation task pane, click Add Effect.

3. From the Add Effect menu, choose Draw Custom Path.


Click to open the full list


4. Choose a drawing tool from the menu.

5. Draw the path, beginning and ending at the middle of the object.

6. Edit path as necessary by reshaping and moving the path line.

Workshop Applying custom animation

1. Use the file Slide Show.

2. On slide two, change the animation of the text to Wipe from Left.

3. Animate the bullets by 2nd level paragraphs.

4. Add a motion path to the title.

5. Add and animate a graphic.

6. Add sounds to your animations.

7. On slide 3, add animations of your choice to all objects, including an entrance, emphasis and exit effect to the graphic.

8. Save the file and leave it open.

Chart animation

Charts can be animated to display a series with a mouse click.

Procedure To animate a chart:

1. Select the chart.

2. On the Animations tab, click the Animate list.

3. Choose an animation type. (Wipe has a good appearance.)



4. Choose what part of the chart is to be animated.

5. From the Animations group, click Custom Animation.

The Custom Animation task pane appears.

6. Right-click the animation on the task pane.



7. Choose Effect Options.

The animation effect dialog box appears.

8. On the Chart Animation tab, choose options whether to animate the chart background, and how the animation is grouped.

9. Click OK.

Figure 2-8 The animation effect dialog box

Workshop Chart animation

1. Using the file Slide Show, select slide 5 and the chart Book Sales.

2. Apply the animation wipe to the chart and remove animation from the slide background.




Animating SmartArt diagrams

SmartArt organisation diagrams and objects can be animated in a similar way to a graph.

Procedure To animate SmartArt:

1. Click anywhere on the SmartArt object.

2. On the Animations tab, click the Animate list from the Animations group.

3. Choose an animation type and how the objects are to be grouped.

Workshop Animating SmartArt

1. Using the file Slide Show, go to slide 9, Company.

2. Animate the organisation chart to Wipe, By level at once.

3. Experiment with animation effects on slides 7 and 8.


Navigating in Slide Show

A number of separate files can be used to create a presentation and hyperlinks or action buttons can be used to navigate between slides. This allows the presenter to have animation effects on slides which are not in the main presentation, or to navigate to movies and diagrams.



Hyperlinks

Procedure To create a hyperlink:

1. Select the text to be used as a hyperlink.

2. On the Insert tab, click Hyperlink.

The Insert Hyperlink dialog box appears.

3. Click Place in This Document.

4. Select from Slide Titles.

5. Choose OK.

Figure 2-9 The Insert Hyperlink dialog box

Using hyperlinks

A Hyperlink will be available when the presentation is in Slide Show, but it can be tested by right- clicking the link and selecting from the menu.

Procedure Using a hyperlink

1. Place the presentation into Slide Show view.



2. Click the link.

OR

3. Right-click the link.

4. Choose Open Hyperlink.

Tip: To return to the previously viewed slide, right-click the slide in Slide

Show view and choose Last viewed.

Action buttons

Action buttons can be used to create hyperlinks without using text and indicate the type of navigation available, for example forward or back. It is a good idea to create these when hyperlinks are being tested, to allow easy navigation back to the original slide, as this may not be available if the presentation has been placed in Normal view.

Procedure To create a hyperlink with an action button:

1. Select the slide which requires a navigation button.

2. On the Insert tab, click Shapes in the Illustration group.

3. Choose from Action Buttons.

The Action Settings dialog box appears.



Figure 2-10 The Action Settings dialog box

4. Choose an action from the Hyperlink to: list, or choose Slide... to select a slide by title.

5. Click OK.

Figure 2-11 The Hyperlink to Slide dialog box

Note: The action button can be tested by right-clicking it and choosing

Open Link.

Workshop Using hyperlinks and action buttons

1. Using the file Slide Show, go to slide 2, Contents.

2. Create a hyperlink from the text Book Orders to the Book Orders slide.



3. Test the link in Slide Show view and using the right-mouse menu in Normal view.

4. Create a home action button on the Book Orders slide to return to the Contents slide.

5. Experiment with other hyperlinks.

Linking to files

A hyperlink to another file is a good way to make the file size smaller and to give the presenter a choice whether to show the contents to an audience.

Procedure To create a hyperlink to another PowerPoint presentation:

1. Create an action button or insert a hyperlink.

2. From the Action Settings dialog box, from Hyperlink to: choose Other PowerPoint Presentation...

3. Navigate to the required presentation, select it and choose OK.

The Hyperlink to Slide dialog box appears.

4. Choose the slide to display.

5. Click OK.

Figure 2-12 The Hyperlink to Slide dialog box

Workshop Hyper linking to another presentation



1. Using the file Slide Show, go to slide 2, Contents.

2. Create an action button under the bulleted list to show a movie link.

3. Link to the PowerPoint presentation Wildlife Books.

4. Go to Slide Show view and go to the hyperlink.

5. Return to the original file.



1. What is the keyboard command to play a presentation from the beginning?............................................................................................

2. What is the keyboard to play a presentation from the current slide?

..............................................................................................................

3. In what adverse ways could animation affect your presentation?

..............................................................................................................

..............................................................................................................


Movies and Sound

Movies are desktop video files with formats such as AVI or MPEG. A movie can include a speaker or a demonstration – for example a video explaining a work-place safety issue.

Movie files are always linked to a presentation, not embedded, and so it is necessary to make sure it is included in the same folder as the presentation when it is distributed. The Package for CD feature is a simple way to ensure this will happen.

Objectives


Add sounds

Use compatible movie and sound formats

Add music from a CD

Add movies

Play a movie full screen

Preview a movie

Add Flash Shockwave movies


3

Adding sounds

Only .wav (waveform audio data) sound files can be embedded into a presentation – all other media file types are linked. Wav files over 100 KB in size are automatically linked to the presentation, but this size can be increased. Sounds can be added as part of an animation effect, part of a slide using a sound icon, using hyperlinks, action buttons or to slide transitions.

Tip: The Package for CD feature can be used to copy all files to one

location, including all the files from linked locations.

Compatible sound formats

A number of different sound file formats are supported by PowerPoint - these are listed below. Other file formats will not be able to be used.

Microsoft Windows Media Encoder is a free program which can be used to make some files compatible with PowerPoint.

Sound file formats

File format Extension More information

AIFF Audio file .aiffAudio Interchange File Format. Waveform files are stored in an 8-bit monaural (mono or one channel) format, which is not compressed and can result in large files.

AU Audio file .auUNIX Audio. This file format typically is used to create sound files for UNIX computers or the Web.

MIDI file .mid or .midiMusical Instrument Digital Interface. This is a standard format for the interchange of musical information between musical instruments, synthesizers, and computers.

MP3 Audio file .mp3MPEG Audio Layer 3. This is a sound file that has been compressed by using the MPEG Audio Layer 3, which was developed by the Fraunhofer Institute.

Windows Audio file .wavWave Form. This audio file format stores sounds as waveforms. Depending on various factors, one minute of sound can occupy as little as 644 kilobytes or as much as 27 megabytes of storage.



Windows Media Audio file

.wma

Windows Media Audio. This is a sound file that has been compressed by using the Microsoft Windows Media Audio codec, a digital audio coding scheme developed by Microsoft that is used to distribute recorded music, usually over the Internet.

Using sound icons

Procedure To add a sound using icons:

1. Select the target slide for the sound effect.

2. On the Insert tab, in the Media Clips group, choose Sound.

3. Select Sound from File.

A dialog box to choose whether to start the sound automatically appears.

OR

Select Sound from Clip Organiser.

4. Choose whether to start the sound automatically or when clicked.

Procedure To preview a sound:

1. On the slide, click the sound icon.

2. Click Sound Tools above the Options tab.



3. In the Play group, click Preview.

OR

Double click the sound icon.

Tip: If the sound is going to play automatically, it can be hidden by

choosing Hide During Show from the Sound Options group.

Workshop Adding sound with sound icons

1. Using the file Slide Show, go to the slide Music.

2. Add the sound APPLAUSE.WAV from the exercise folder and set it to start when clicked, as indicated below.

3. Preview the sound.

4. Experiment with sounds from the Clip Organiser.

Adding sound with action buttons

Action buttons provide a different icon to activate a sound.

Procedure To add sound using an action button:


Sound


1. On the Insert tab, from the Illustrations group, choose from the Action buttons.

2. Draw the action button on the slide.

The Action Settings dialog box appears.

3. From the Play sound: drop-down list, select a sound or choose Other Sound to select a sound from a file location.

Figure 3-1 The Action Settings dialog box

Workshop Adding sound with action buttons

1. On the slide music, near the bottom left corner, add a sound action button.



2. Add a sound from the PowerPoint selection and test it.

Using hyperlinks to add sound

When a hyperlink is used to play a sound, the sound will be played by Windows Media Player.

Procedure To use a hyperlink to play a sound:

1. Select the text which is to be used as a link.

2. On the Insert tab, in the Links group, click Hyperlink.


3. From Link to: choose Existing File or Web Page.

4. Under Look in: navigate to the folder and select the sound file.

5. Click OK.


Workshop Adding sound using a hyperlink

1. On the slide Music, select the text Music on the second bullet line.



2. Create a hyperlink to add the sound Music 1 from the exercise file.

3. Go to slide show and test the link.

Adding sound effects to slide transitions

Sound effects can be added as a slide is displayed.

Procedure To add a sound to a slide transition:

1. With the target slide selected, choose the Animations tab.

2. From the Transition to This Slide group, select a transition.

3. From Transition Sound, choose a sound from the list.

Figure 3-3 Transitions to This Slide group, Animations tab

Workshop Adding sound to a slide transition

1. On the slide Music, add a transition effect and sound.

2. Go to slide show and test the transition.

3. Save the file and leave it open.



Music from a CD

Music from a CD is not added to a presentation and it will not increase its size. The music could be useful at the start or the end of a presentation, or through a self-running presentation.

Procedure To add audio from a CD:

1. Insert the CD into the CD drive.

2. Select the slide where the music is to begin playing.

3. On the Insert tab, in the Media Clips group, click Sound.

4. Select Play CD Audio Track from the menu.

The Insert CD Audio dialog box appears.

5. From Clip selection, choose the range of tracks to play.

6. Choose whether to play the track as the slide displays, or by clicking the sound icon.

Figure 3-4 The Insert CD Audio dialog box



Tip: to adjust when the music stops, click the sound icon and choose

Custom Animation and Effect Options from the task pane.

Procedure To play a sound continuously for one slide:


2. Click Sound Tools above the Options tab.

3. From the Sound Options group, choose Loop Until Stopped.

Procedure To play a sound across multiple files:


2. On the Animations tab, in the Animations group, choose Custom Animation.

3. On the Custom Animation task pane, right - click the sound animation.

4. Choose Effect Options from the menu.



The Play Sound dialog box appears.

5. Under Stop playing, choose the number of slides from After.

Note: The sound would have to be long enough to play over the

nominated slides.

Figure 3-5 The Play Sound dialog box

Workshop Adding music from a CD.

1. Go to the first slide, add a track from a music CD.

2. Set the music to play when clicked.

3. Go to slide show view and play the CD music track.

4. Set the music track to loop on the one slide.

5. Reset the music track to play automatically across the first 2 slides.




Adding movies

Movies are files stored on the computer with formats like AVI or MPEG. Movies can be used to display a speaker or a demonstration – for example, a safety issue. Movie files are linked to the presentation, so it is important to keep them in the same folder as the presentation.

Animated GIF files provide motion and have a .gif extension. Gifs are not movies, but can provide a series of actions which repeat on the screen.

Caution: To prevent problems with links, it is a good idea to copy the movies into the same folder as the presentation before the movies are added to the presentation.

Compatible movie formats

A number of different movie file formats are supported by PowerPoint - these are listed below. Other file formats will not be able to be used.

Microsoft Windows Media Encoder is a free program which can be used to make some files compatible with PowerPoint.

Note: Some sounds and movies will not play correctly if the correct

version of the codec is not installed. Encoding is the process of converting data into digital media.

Movie file formats

File format Extension More information

Windows Media file .asfAdvanced Streaming Format This file format stores synchronized multimedia data and can be used to stream audio and video content, images, and script commands over a network.

Windows Video file .avi

Audio Video Interleave This is a multimedia file format for storing sound and moving pictures in Microsoft Resource Interchange File Format (RIFF) format. It is one of the most common formats because audio or video content that is compressed with a wide variety of codecs can be stored in an .avi file.



Movie file .mpg or .mpeg

Moving Picture Experts Group This is an evolving set of standards for video and audio compression developed by the Moving Picture Experts Group. This file format was designed specifically for use with Video-CD and CD-i media.

Windows Media Video file

.wmv

Windows Media Video This file format compresses audio and video by using the Windows Media Video codec, a tightly compressed format that requires a minimal amount of storage space on your computer's hard disk.

Procedure To add a movie:

1. Create a new slide with a Title Only layout.

2. On the Insert tab, in the Media Clips group, click Movie.

3. Select Movie from File to insert your own movies.

A dialog box to set how the movie will start appears.

OR

Choose Movie from Clip Organiser to select from Microsoft clips for some you may have created shortcuts to.

4. Select whether the movie will start Automatically or When Clicked.

Play a movie full screen

A movie can be played so that it fills the entire screen instead of part of a slide. It is a good idea to preview the movie after you have inserted it, because a small movie which is set to play full screen will become distorted when it is enlarged.



Procedure To play a movie full screen:

1. On the slide, click the movie frame.

2. Select the Options tab.

3. From the Movie Options group, choose Play Full Screen.

Tip: If a movie has been set to play automatically and it is going to be

played full screen, reduce the size and drag it into the gray area to the side of a slide. It will then not be visible or flash before the movie starts.

Previewing a movie

It is important to preview a movie to check the clarity and also whether the links are working correctly.

Procedure To preview a movie:

1. Select the movie frame.

2. Click the Options tab.

3. Under the Play group, click Preview.



OR

Double click the movie frame.

4. Click to stop the preview.

Workshop Inserting movies

1. Using the file Slide Show, go to the slide Lakes.

2. From the exercise folder, insert the movie Lake, setting it to play when clicked.

3. Preview the movie.

4. Set the movie to play full screen.

5. Save the file and close it.

Flash Shockwave movies

An animated graphic created by Adobe Macromedia Flash and saved as a Shockwave file with an .swf extension can be played by using the Active X control called Shockwave Flash Object and the Adobe Flash Player.

Note: The presentation will need to be saved as a macro-enabled

presentation to allow the Visual Basic code to run.

Note: When the presentation is opened, macros will have to be enabled

again from the Security Warning which shows above the left panes.



Figure 3-6 Microsoft Office Security Options dialog box.

Note: To check to see if the Shockwave Flash Object is registered on the

computer look in the Developer tab, in the Controls group, in More Controls.

Procedure To add a Flash file to a presentation:

1. Ensure the Flash Player is installed on the computer.

2. Save the presentation as a PowerPoint Macro-Enabled Presentation.

3. Select the slide which requires the animation.

4. Click the Office Button and choose PowerPoint Options.

5. Select Popular from the left pane and then select Show Developer tab in the Ribbon.

6. On the Developer tab, from the Controls group, click More Controls.

7. Select Shockwave Flash Object from the list of controls.

8. Drag to draw the Shockwave Flash Object on the slide and resize as necessary.



9. Right click the Shockwave Flash Object and select Properties from the menu.

A Visual Basic properties dialog box appears.

10. In the Movie property, type the full file path and name of the flash movie. (for example, C\:flashmovie.swf)

11. Close the Visual Basic dialog box.

Tip: A simple way to paste the full path of a file is to right-click the file in

Windows Explorer, choose Properties and copy the path. The name of the file can also be copied and pasted.

Note: the Playing property is set to True by default and the movie will

play automatically. The Loop property is set to True by default and False would stop it from continually playing.

Workshop Adding a Flash file to a presentation

1. Open the file Final Presentation.

2. Go to slide 11, Music.

3. Add the Flash movie flash1 to the slide.

4. Go to slide show to view the movie.

5. Save and keep the presentation open.




1. What is the only format of sound file which can be embedded into a presentation?........................................................................................

2. When could music from a CD be useful?..............................................

..............................................................................................................

3. Why is it important to use Package for CD if you have movies in a presentation?........................................................................................

..............................................................................................................

4. What could a movie help illustrate?.....................................................

..............................................................................................................


Creating Support Materials

A presentation usually requires the distribution of support materials to an audience. This allows the presenter to focus on the main points and gives the audience material they can take away and peruse at a later date. It also gives them an organised framework to which they can add their own notes.

Objectives


Create and format speaker notes

Add headers and footers

Save a presentation into other file formats

Use the Package for CD


Understand print layouts


4

Speaker Notes

Notes can be added to the presentation in Normal view and there is a Notes Page view to see the effect of text formatting. Headers and footers for notes pages can also be changed in Notes Page view.

Pictures, charts and diagrams can be added in Notes Page view to enhance the audience material.

Individual notes pages can be altered to include more text and the slide picture can be resized.

Figure 4-1 Notes page

Procedure To add notes to a presentation:

1. Select the slide which requires the notes.

2. Type text into the Notes pane in Normal view.

OR

On the View tab, click Notes Page.



Click in the text area to type notes.

3. Format text as required.

4. Add clip art as necessary.

Workshop Adding notes using the notes page


2. Go to page 2, Contents.

3. Add notes as illustrated below.

4. Format the heading to be dark blue and size 16.

5. Add a picture to the notes page using clipart.

6. Resize the slide picture and the text area.

7. Go to Normal view and on page 3, Book Categories and add the following notes:

Our books are updated at the end of January in the current year.


Headers and Footers

Footers can be used on slides to add the presenter’s or company name, the date and time or the slide number. Both headers and footers can be added to the notes pages and handouts and these can be different to the slide footer.

Note: Headers cannot be added to slides using this method – only by

adding text to the slide masters and the required field.



Procedure To add footers to slides:

1. Select the slide which requires a footer.

2. On the Insert tab, in the Text group, click Header and Footer.

The Header and Footer dialog box appears.

3. Ensure that the Slide tab is selected.

4. Uncheck Date and Time as required.

5. If the date is going to be displayed, from Language, choose English (Australia)

6. Click the check boxes to add Slide Number and Footer.

7. If preferred, choose Don’t show on title slide.

8. Enter the required footer

9. Click Apply to add the footer to the active slide, or Apply to All.

Figure 4-2 Text group on the Insert tab.



Figure 4-3 The Header and Footer dialog box, slide tab

The Header and Footer dialog box dialog box includes:

Update Automatically

This is the default and when selected the date will be altered to the current date when the presentation is opened.

Language The default is English (United States), and English (Australia) will need to be chosen to present the Australian date format.

Fixed When selected the current date is saved to the presentation and not updated

Apply to All The footer will be applied to all the slides.

Apply The footer will only be applied to the active slide.

Don’t show on title slide

If this is chosen, then the footers will only display on the rest of the presentation, even if the option Apply to All is chosen.

Procedure To add headers and footers to notes and handouts:

1. On the Insert tab, in the Text group, click Header and Footer.

The Header and Footer dialog box appears.

2. Select the Notes and Handouts tab.

3. Uncheck Date and Time as required.

4. If the date is going to be displayed, from Language, choose English (Australia)

5. Click the check boxes to add Header, Page number or Footer.



6. Enter the required header and footer.

7. Click Apply to All.

Figure 4-4 The Header and Footer dialog box, Notes and Handouts tab

Workshop Adding headers and footers

1. On the file Final Presentation, add the footer Wizard and the slide number to all slides other than the title slide.

2. Add the following to the notes and handouts pages:Header: Summer Sales.Footer: page number and Wizard Books

3. View the results.


File Formats

PowerPoint offers a number of different file formats and ways of saving the presentation.

The PowerPoint file can be saved in the following PowerPoint formats:

Save As type Extension Description

PowerPoint .pptx PowerPoint 2007 presentation an XML-



Presentation enabled file format.

PowerPoint Macro-Enabled Presentation

.pptm A presentation that contains Visual Basic for Applications (VBA).

PowerPoint 97-2003 Presentation

.ppt A presentation compatible with PowerPoint 97 to Office PowerPoint 2003.

PDF Document Format

.pdf Publish as PDF – Portable Document Format able to be opened by Adobe Acrobat Reader and any computer platform.

XPS Document Format

.xps Publish as XPS: XML Paper Specification -A new Microsoft electronic paper format for exchanging documents in their final form.

PowerPoint Design Templates

.potx A presentation as a template to use to format future presentations.

PowerPoint Macro-Enabled Design Template

.potm A template that includes pre-approved macros.

PowerPoint 97-2003 Design Template

.pot A template that can opened in PowerPoint 97 to Office PowerPoint 2003.

Office Theme .thmx A style sheet that includes definitions of a colour theme, font theme, and effect theme.

PowerPoint Show .pps; .ppsx A presentation that always opens in Slide Show view rather than in Normal view.

PowerPoint Macro-Enabled Show

.ppsm A slide show that includes pre-approved macros that can run from within a slide show.

PowerPoint 97-2003 Show

.ppt A slide show that can opened in PowerPoint 97 to Office PowerPoint 2003.

PowerPoint Add-In .ppam An add-in that stores custom commands, Visual Basic for Applications.

PowerPoint 97-2003 Add-In

.ppa An add-in that can be opened in PowerPoint 97 to Office PowerPoint 2003.

Single File Web Page

.mht; .mhtml

A Web page as a single file with an .htm file and all supporting files, such as images, sound files, cascading style sheets, scripts, and more. Can be sent by e-mail

Web Page .htm; .html A Web page as a folder with an .htm file and all supporting files, such as images, sound files, cascading style sheets, scripts, and more. Can be posted on a site or edited with an HTML editor.

GIF (Graphics Interchange

.gif A slide as a graphic for use on Web pages.



Format) The GIF file format is limited to supporting 256 colours, and therefore it is more effective for scanned images such as illustrations rather than colour photographs. GIF can also be good for line drawings, black and white images, and small text that is only a few pixels high. GIF supports animation and transparent backgrounds.

JPEG (Joint Photographic Experts Group) File Format

.jpg A slide as a graphic for use on Web pages.

The JPEG file format supports 16 million colours and is best suited for photographs and complex graphics.

PNG (Portable Network Graphics) Format

.png A slide as a graphic for use on Web pages.

PNG does not support animation as GIF does, and some older browsers do not support this file format.

TIFF (Tag Image File Format)

.tif A slide as a graphic for use on Web pages.

TIFF is the best file format for storing bit-mapped images on personal computers.

Device Independent Bitmap

.bmp A slide as a graphic for use on Web pages.

Windows Metafile .wmf A slide as a 16-bit graphic (for use with Microsoft Windows 3.x and later).

Enhanced Windows Metafile

.emf A slide as a 32-bit graphic (for use with Microsoft Windows 95 and later).

Outline/RTF .rtf A presentation outline as a text-only document that provides smaller file sizes and the ability to share files with others who may not have the same version of PowerPoint or the operating system. Any text in the notes pane is not saved with this file format.

Note: The File, Save as PDF or XPS (XML Paper Specification) format has to

be enabled by downloading an add-in from the Microsoft web site.



Saving in other formats

A PowerPoint presentation is often saved as a PowerPoint show, which opens when it is double clicked. The other formats like PDF and XPS can be useful.

Procedure To save a PowerPoint presentation as PowerPoint Show:

1. With the presentation open, click the Office Button.

2. Move the mouse over Save As to view the common options.

3. Choose PowerPoint Show.

The Save As dialog box appears.

4. Choose the directory in which to save the file.

5. Click Save.

Note: The keyboard command to Save As is the F12 function key.



Figure 4-1 The Save As dialog box

Note: The Save As dialog box gives all the different file save options in the

Save as Type box.

Workshop Saving a PowerPoint presentation as a PowerPoint Show

1. Save the file Final Presentation onto the desktop as a PowerPoint show.

2. Close PowerPoint and double click the presentation to view it.

3. Close the presentation with Esc.

Procedure To save a PowerPoint presentation as XPS or PDF:

1. Click the Office button.

2. From Save As, choose XPS or PDF.

The Publish as PDF or XPS dialog box appears.



3. Choose the directory in which to save the file.

4. From Save as Type: choose PDF or XPS.

5. Choose other options as desired.

6. Click Publish.

Figure 4-2 The Publish as PDF or XPS dialog box

Workshop Saving a PowerPoint presentation as PDF or XPS


2. Save it to the desktop as a PDF file.

3. View the result by double clicking it.

4. Save the presentation to the desktop again, but as an XPS file.

5. View the result by double clicking it.



Save as an image

A PowerPoint slide can be saved as an image. This can be useful to create an image which may be used in another program.

Procedure To save a PowerPoint slide as an image:

1. Choose the Office menu, Save As, Other Formats.

2. From Save as type: choose the image format.

3. Click Save.

A PowerPoint dialog box appears offering selection of the current or all slides.

4. Select from Current or Every Slide.

Workshop Creating and image file from a PowerPoint presentation

1. Use the file Final Presentation.

2. Go to slide 3, Book Categories.

3. Save the slide to the desktop as a jpeg image

4. Name the image Book Categories.

5. Open Microsoft Word and insert the picture.



6. Close Word without saving.

PowerPoint web save formats

PowerPoint has two formats which may be opened using a browser – a single file or using links to a graphics folder. If the presentation is to be sent by e-mail it is easier to use a single file.

Procedure To save a presentation in a web format:

1. Choose Save As.

2. From Save as type: choose Single File Web Page.

3. Select the location and choose Save.

Workshop PowerPoint web save formats


2. Save the presentation onto the Desktop as a Single File Web page and as a web page.

3. View the results.

The Publish options

In the Office menu are the Publish options, which encompass ways to share the presentation with others.

Procedure To use the Publish menu:




2. Move the mouse over Publish.

The Publish menu opens.

3. Select an action from the menu.

Figure 4-3 The Publish menu

Package for CD

This allows the user to include all linked files and the PowerPoint viewer and the presentation may then be sent to anyone who requires it.

Procedure To save a presentation as a package for CD:

1. From the Publish menu, choose Package for CD.

A PowerPoint message box warning about file links appears.

2. Click OK.

The Package for CD dialog box appears.

3. Click the Embedded True type fonts check box if required.

4. Select Copy to Folder or Copy to CD.

A Copy to Folder (or CD) dialog box appears.

5. Click Browse.



The Choose Location dialog box appears.

6. Choose the location to place the folder containing the presentation.

7. Click Select.

Figure 4-4 Message box warning about file links

Figure 4-5 Package for CD dialog box

Figure 4-6 Package for CD Options



Workshop Saving a PowerPoint presentation to a package for CD.


2. Save the presentation onto the desktop as a Package for CD.

3. View the contents of the folder.


When giving a presentation, it is often a good idea to provide the audience with notes that can be used later, or to provide technical details. Handouts can be created in Word to allow easy distribution and printing.

Procedure To create handouts in Word

4. From the Office button, choose Publish.

5. Select Create Handouts in Microsoft Office Word.

The Send To Microsoft Office Word dialog box appears.

6. Select from the required options and close the dialog box.



Figure 4-7 Send to Microsoft Office Word dialog box

Figure 4-8 Microsoft Word handouts

Workshop Using the Publish options


2. Create handouts in Word, and observe the result.

3. Close Word without saving the file.



Print layouts

There are a number of different layouts that can be used when printing a presentation in PowerPoint. These options can be selected from the Print dialog box.

Print Preview

Print Preview displays the Program tab Print Preview which displays most of the printing options on the ribbon.

Figure 4-9 Print Preview Program tab

Slides Slides can be printed to paper, overhead transparency film or to 35mm slides.

Handouts Create handouts of slides for the audience, printing two, three or six slides per page.

Notes Pages Create notes pages while creating the presentation and then use them as speaker’s notes when presenting the slides.

Outline View The text content of the slides can be used as an agenda for the presentation.



Figure 4-10 The Print dialog box

The options in the Print dialog box include:

Printer Select the preferred printer.

Print Range:

All Prints all items in the presentations (as specified in the Print What box, above).

Current slide Prints only the current item.

Selection Prints only the current selection.

Custom Show Prints the a customised version of the slide show.

Slides Prints the range of items entered at right. Use hyphens to indicate a continuous range. Use commas to indicate a non-continuous range.

Copies Enter the number of copies to print.



Collate Prints collated sets. Multiple copies will print faster if Collate Copies is cleared, but will then have to be collated manually.

Print What Items to print. Select an item from the drop-down list.

Greyscale Prints text and objects in greyscale for a better print result on non-colour printers.

Pure Black and White

Prints no greyscale, only solid black and white.

Scale to Fit Paper Scales presentation slides to fit paper size specified in the Print Setup dialog box.

Frame Slides Prints a thin border around the outside of the slide.

Handouts When printing handouts, this area allows the customisation of the way the handouts are printed.

Procedure To print a presentation:


2. Move the mouse over Print.

3. Select options as required from the menu.



Workshop Printing a presentation

1. Display the Print Preview tab for the presentation.

2. View the printing options for your presentation.

3. Choose the Office menu, Print, to see the Print dialog box.




1. Why is it important to prepare support materials for an audience?

..............................................................................................................

..............................................................................................................

2. Why are speaker notes useful?.............................................................

..............................................................................................................

3. What is the full name of the XPS format?.............................................

4. What are some advantages in saving a presentation as XPS or PDF?

..............................................................................................................

5. What is the difference between saving a presentation as a single file web page and saving an older type of web page?................................

..............................................................................................................

6. What are some of the advantages of using Package for CD – even if the presentation is not going to be placed on a CD at that time?

..............................................................................................................


Reviewing

PowerPoint presentations can be sent to others for review. This is done by sending the presentation as an attachment to an e-mail message. The comments features on the Review tab must be used by the reviewers and then the marked up presentation sent back to the author. This is a change from the Send for Review command that existed in versions of PowerPoint before Office 2007.

Presentations may contain hidden data which can be a security risk. It is important to check and remove hidden data as part of the review process.

Objectives


Use the Review tab

Add comments

Edit comments

Remove hidden data

Use different types of hidden data and personal information

Use the Document Inspector

Use the Compatibility Checker

Protect a presentation


5

The Review tab

After a presentation has been created, it is important to seek the opinion of colleagues, who may be able to provide valuable feedback to help improve the presentation. Colleagues can add comments and edit text on the presentation and then e-mail it back. PowerPoint will then give the option to display the markup and comments in the original presentation.

Colleagues can give feedback about the suitability of the content for the audience, organisation and the sequence of the material, speaker notes and the suitability of animation and colours.

Note: The Send for Review command is not available in Microsoft Office PowerPoint 2007.

Caution: If you use PowerPoint 2003 to send a presentation for review, reviewers who use PowerPoint 2007 can add comments, but you cannot merge them back into the original.

Figure 5-1 The Review tab

Procedure To show review comments:

1. On the Review tab, in the Comments group, click Show Markup.

Adding comments



Procedure To add a review comment:

1. On the slide, click in the text which requires a comment.

2. On the Review tab, in the Comments group, click New Comment.

3. Type the required comments and then click anywhere outside the comment box.

Tip: More than one comment can be added to the same text.

Editing comments

Presentation reviewers can edit comments added by other reviewers. The colour of the review comment thumbnail will change and the initials will change to those of the current reviewer.

Procedure To edit a comment:

1. Click the comment.

2. On the Review tab, click Edit Comment.

OR

Double click the comment.

OR

Right- click the comment and choose Edit Comment from the menu.



Note: PowerPoint 2007 does not have a compare feature similar to Microsoft Word. Any suggested changes must be detailed in the notes.

Workshop Adding comments

1. Close any open files and open the file Reviewing.

2. Add the following comments and edit as required.


Removing hidden data

Before an important presentation is shared with others it may be a good idea to take the precaution of proofreading the document to see that it does not contain anything that you do not want to share or be seen.

If an electronic copy of the presentation is to be shared it is a good idea to review the document for hidden data or personal information. This hidden information can reveal details about your organization or about the document itself that you might not want to share publicly.

Several types of hidden data and personal information can be saved in an Office document. This information might not be immediately visible when the document is viewed, but it might be possible for other people to view or retrieve the information.

Hidden information can include the data that Office programs add to a file to enable collaboration on writing and editing a document with other people. It can also include information deliberately designated as hidden.



Types of hidden data and personal information

The following is a summary of the types of hidden data and personal information which can be a security issue.

Item Description

Review Comments made by reviewers.

Document properties

Document properties, also known as metadata (metadata: Data that describes other data. For example, the words in a document are data; the word count is an example of metadata.), include details about a document such as author, subject, and title. Document properties also include information that is automatically maintained by Office programs, such as the name of the person who most recently saved a document and the date when a document was created. If specific features were used, the document might also contain additional kinds of personally identifiable information, such as e-mail headers, send-for-review information, routing slips, printer paths, and file path information for publishing Web pages.

Invisible objects PowerPoint presentations can contain objects that are not visible because they are formatted as invisible.

Off-slide content

PowerPoint presentations can contain objects that are not immediately visible because they were dragged off the slide into the off-slide area. This off-slide content can include text boxes, clip art, graphics, and tables.

Speaker notes The Notes section of a PowerPoint presentation can contain text that is not to be shared publicly, especially if the notes were written solely for the use of the person who is delivering the presentation.

Workplace server information

If the document was saved to a location on a document management server, such as a Document Workspace site or a library based on Microsoft Windows SharePoint Services, the document might contain additional document properties or information related to this server location.

Custom XML data

Documents can contain custom XML data that is not visible in the document itself. The Document Inspector can find and remove this XML data.

Table 5-1 Types of hidden data



The Document Inspector

The document Inspector includes several different Inspectors which can be used to find and remove the different kinds of hidden data and personal information listed above.

PowerPoint has the following Document Inspectors:

Comments and Annotations

Document Properties and Personal Information

Invisible On-Slide Content

Off-Slide Content

Presentation Notes

Custom XML Data

Procedure To use the Document Inspector to remove hidden information:

1. Open the presentation which is to be inspected for hidden information.

2. Use Save As to create a copy of the document. (It is a good idea to use a copy of the document as it may not be possible to restore the original metadata.)

3. From the Office menu, under Prepare, choose Inspect Document.

The Document Inspector dialog box appears.

To check the document for selected content, click Inspect.

4. Select the items to inspect.

5. Click Inspect.

The Document Inspector dialog box appears.

Review the inspection results.

6. Click Remove All to remove the selected information.



All items were successfully removed should display.

Figure 5-2 The Document Inspector dialog box to select items to inspect

Note: A message box warning about loss of data will appear if the document has not been saved.



Figure 5-3 The Document Inspector dialog box to review the inspection results

Workshop Removing hidden information

1. Use the file Reviewing.

2. Save a copy of the file as My Reviewing.

3. Use the Document Inspector to remove all hidden information and comments.


The Compatibility Checker

To ensure that a PowerPoint 2007 presentation can be opened in an earlier version of PowerPoint, and to minimize significant losses of functionality and fidelity, the Compatibility Checker in PowerPoint 2007 can be used. The Compatibility Checker finds potential compatibility issues between PowerPoint 2007 and earlier versions of PowerPoint, and creates a report to assist in resolving any issues.



Tip: The Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats can be installed to convert Office 2007 documents.

The following features change when a Microsoft Office PowerPoint 2007 presentation is opened in an earlier version of PowerPoint.

Charts (except Microsoft Graph charts) Charts are converted to OLE objects, which can be edited. However, a chart may appear differently if you edit it in an earlier version of PowerPoint and then reopen it in PowerPoint 2007.

Custom slide layouts Custom slide layouts that have specific backgrounds, unique slide transitions, and more are represented as multiple masters

Drop shadows Soft outer shadows are converted to hard shadows that can be edited.

Heading and body fonts Heading and body fonts are converted to static formatting. If the file is then reopened in PowerPoint 2007 and if different styles, headings and body fonts are used they do not automatically change.

Shapes, pictures, objects, animations, and new effects, including the following:

New visual features or effects that are available in PowerPoint 2007 are converted to un-editable pictures in earlier versions of PowerPoint.

Two-dimensional (2-D) or three-dimensional (3-D) text

Gradient outlines on shapes or text

Strikethrough and double-strikethrough on text

Gradient, picture, and texture fills on text

Shadows, soft edges, reflections, and most 3-D effects on any kind of object

SmartArt graphics SmartArt graphics are converted to un-editable pictures in earlier versions of PowerPoint.



Procedure To use the Compatibility Checker:

1. From the Office menu, under Prepare, choose Run Compatibility Checker.

The Microsoft Office PowerPoint Compatibility Checker message box appears.

Figure 5-4 The Microsoft Office PowerPoint Compatibility Checker

Workshop Using the Microsoft Office PowerPoint Compatibility Checker


2. Run the Microsoft Office PowerPoint Compatibility Checker.

3. Save the file.



Protecting a presentation

Passwords can be used to stop users from opening or modifying a presentation. It is critical that the password is stored in an appropriate place as if it is forgotten it cannot be retrieved.

Use strong passwords which mix uppercase, lowercase, number and symbol characters – for example: W!zardPr3s3ntation.



Procedure To set a password to open a document:

1. In the Office menu, in the Prepare menu, choose Encrypt Document.

The Encrypt Document dialog box appears.

2. Type in the password and click OK.

The Confirm Password dialog box appears.

3. Type in the password again and click OK.

4. Save the presentation.

Procedure To remove a password to open a presentation:

1. In the Office menu, in the Prepare menu, choose Encrypt Document.

The Encrypt Document dialog box appears.



2. Delete the password and click OK.


Procedure To set a password to prevent modification of a presentation:

1. In the Office menu, choose Save As.

The Save As dialog box appears.

OR

Press F12.

2. Click Tools, and then click General Options.

The General Options dialog box appears.

3. Under File sharing settings for this document, in Password to modify: type in the password.

The Confirm Password dialog box appears.

4. Type in the password again and click OK.

5. Click Save.

The Confirm Save As dialog box appears.

6. Click Yes.



Figure 5-5 The Save As dialog box

Figure 5-6 The General Options dialog box

Figure 5-7 The Confirm Save As dialog box

Procedure To remove a password preventing modification of a presentation:

1. Press F12 (Save As).

2. Click Tools, and then click General Options.

The General Options dialog box appears.



3. Under File sharing settings for this document, in Password to modify: delete in the password.

4. Click OK.

5. Click Save.

The Confirm Save As dialog box appears.

6. Click Yes.



Workshop Setting a password to prevent modification of a presentation.


2. Use the password bird for all these exercises.

3. Set a password to open the presentation.

4. Test the password and remove it.

5. Set a password to prevent modification of the presentation.

6. Test the password and remove it.

7. Save the file.


1. What can reviewers add to a presentation as part of the review process?................................................................................................

2. What has to be enabled first to allow the review process?..................

..............................................................................................................

3. What are some kinds of hidden information which may be in a presentation?........................................................................................

..............................................................................................................

4. Why is it important to use the Compatibility Checker?........................

..............................................................................................................

5. What is the difference between a strong and a weak password?

..............................................................................................................

6. If a password is used to protect a presentation, what precautions should be taken?...................................................................................

..............................................................................................................


Presenting a Slide Show

By using two monitors, other programs can be run that the audience will not see. Presenter view will only display if two monitors are enabled and the desktop is extended to the other monitor using the Windows display settings. This can be done using PowerPoint, but it is easier to set it up first. PowerPoint will only support the use of two monitors at once.

Custom shows can be created to allow the use of one large presentation and a specific set of slides can be shown to an audience.

Self-running presentations can be set up to display information for visitors.

Objectives



Play a custom show

Adjust Screen Resolution

Know how to use Presenter View

Know how to enable two monitors

Know how to add Narration

Use Automatic slide timings and narration

Embed or link a narration

Create self-running presentations

Set a presentation to run at a kiosk

Rehearse and record timings


6



By creating custom shows in Microsoft Office PowerPoint 2007, a single presentation can be adapted for a variety of audiences. Use a custom show to present an independent group of slides from a presentation, or to create a hyperlink to a group of slides in a presentation.

There are two kinds of custom shows: basic and hyperlinked. A basic custom show is a separate presentation or a presentation that includes some of the slides of the original. A hyperlinked custom show is a quick way to navigate to one or more separate presentations.

Basic custom shows

Use a basic custom show to give separate presentations to different groups.

Procedure To create a basic custom show:

1. On the Slide Show tab, in the Start Slide Show group, click the down arrow next to Custom Slide Show.

2. Choose Custom Shows.

The Custom Shows dialog box appears.

3. Click New.

The Define Custom Show dialog box appears.

4. In Slide show name: type the name of the custom show.

5. Click the first slide which is required, then hold down Ctrl and select the other slides which are required.

OR



To select a block of slides, click the first slide which is required, then hold down Shift and select the last slide which is required.

6. Click Add.

7. Click OK.

Figure 6-8 The Define Custom Show dialog box

Procedure To create a hyperlinked custom show:

1. Select the text or object which is to contain the hyperlink.

2. On the Insert tab, in the Links group, click Hyperlink.


3. Under Link to:, click Place in This Document.

4. Select the custom show to link to.

5. Select the Show and return check box.




Playing a custom show

A custom show can be played by choosing it from the ribbon, or to display the custom show by default when the slide show is started from the beginning.

Procedure To play a custom show using the ribbon:

1. On the Slide Show tab, click the Custom Slide Show button.

2. Select the custom show to run.

Procedure To set a custom show as the default presentation:

1. On the Slide Show tab, in the Set Up group, click Set Up Slide Show.

The Set Up Show dialog box appears.



2. From the Show Slides section, choose the Custom show radio button.

3. Select the custom show from the drop-down list box.

4. Click OK.

Figure 6-2 The Set Up Show dialog box

Workshop Setting up custom shows

1. Close any open presentations and open Slide Show Delivery.

2. Create a custom show called wizard books to display slides 1 to 9.

3. Run the wizard books custom show.



4. Create another custom show called wizard training to display slides 10 to 18.

5. On slide 2 of the presentation, create a hyperlink from the text Wizard Training to the custom show wizard training.

6. Run the presentation and test the link.

7. Set the custom show wizard training as the default show.

8. Start the slide show using the F5 function key to test the show.

9. Reset the presentation to show all slides in slide show.


Screen Resolution

If the presentation is running slowly or needs to be a little clearer, the performance settings can be adjusted in PowerPoint without altering the computer settings.

Procedure To adjust the performance settings:



2. Under Performance, choose a resolution – the larger numbers will run more slowly if the computer hardware is having difficulty running the presentation.

Note: The resolution can also be adjusted from the Slide Show tab and the Monitors group.



Workshop Adjusting the performance settings

1. Using the file Slide Show Delivery, alter the resolution to a lower setting.

2. Run the presentation, and then reset the resolution to Use Current Resolution.

Presenter View

By using two monitors, other programs can be run that the audience will not see. PowerPoint supports two monitors for a presentation, even if the computer will support more. Presenter view allows the presenter to see the speaker notes and slides more easily.

Enabling two monitors

The use of two monitors needs to be enabled in Windows.

Procedure To enable the use of two monitors in Windows:

1. Right-click the desktop.

2. From the menu, in Windows Vista, choose Personalise.

In Windows XP, choose Properties.

3. Choose Display Settings.



The Display Settings dialog box appears.

4. Click the monitor to add to the desktop.

In the screen snap below it is 2.

Figure 6-3 The Display Settings dialog box

5. Click the check box for Extend the desktop onto this monitor.

6. Click OK to keep the change.

7. Click OK to close the Display Settings dialog box.

Note: When using two monitors in this way, the slide show will display on the main monitor and the slide view and the PowerPoint Normal View window will display on the extended monitor.

Enabling Presenter View

After two monitors have been enabled in Windows, then Presenter View can be displayed instead of the PowerPoint Normal View.



Procedure To enable Presenter View:

1. On the Slide Show tab, in the Monitors group, click the Use Presenter View check box.

Figure 6-4 Presenter View as displayed on another monitor

Note: The Presenter View can only be demonstrated if multiple monitors are available.

Narration

Narration can be recorded before a presentation is run or recorded during a presentation and include audience comments in the recording.



When narration is added to a slide, a sound icon appears on the slide. As with any sound, click the icon to play the sound or set the sound to play automatically. Voice narration takes precedence over other sounds, and only one sound can play at a time in a presentation. As a result, other sounds that are set to play automatically in a presentation are overridden by a narration and will not play. However, sounds that are set to play when clicked will still play when they are clicked.

To record and hear a narration, the computer must be equipped with a sound card, microphone, and speakers.

Automatic slide timings and narration

As the narration is recorded, Microsoft Office PowerPoint 2007 automatically records the amount of time taken on each slide. Slide timings are useful if the presentation is to run automatically with narration. Timings can be turned off when the presentation is not required to use them.

Embed or link a narration

When a narration is embedded, the narration sound file becomes part of the presentation and travels with it, resulting in a larger file size for the presentation.

When a narration is linked, the file size of the presentation is smaller, because the sound file is stored outside the presentation. The best way to move a presentation and its linked files is to use the Package for CD feature.

Procedure To record a narration:

1. In Normal View, select the slide which is to contain the narration.

2. On the Slide Show tab, in the Set Up group, click Record Narration.

The Record Narration dialog box appears.



3. If required, click the Link narrations in: check box.

4. Click OK.

The Record Narration dialog box appears.

5. Choose from Current Slide or First Slide.

The presentation will run in slide show and narrations will be recorded.

6. Press Esc to stop the recording.

A message box appears to save the slide timings.

7. Choose Save or Don’t Save.

Figure 6-5 The Record Narrations dialog box

The Record Narrations dialog box includes:

Set Microphone Level

The Microphone Check dialog box displays to allow adjustment of the input volume

Change Quality The Sound Selection dialog box displays to allow a choice of sound quality for CD, radio or telephone.



Figure 6-6 The Microphone Check dialog box

Figure 6-7 The Sound Selection dialog box

Note: A small sound icon will appear on the bottom right corner of a

slide in Normal View.

Note: In the Slide Sorter View, an icon will display to show timings,

animation and sound.

Workshop Viewing recording a narration

1. Using the presentation Slide Show delivery, view the narration options.

Self-running presentations

By using a self-running presentation, information can be communicated without a presenter. For example, a presentation could be set up to run



unattended in a booth or kiosk at a convention or a CD with a self-running presentation could be sent to a client.

Most controls can be made unavailable so that the audience cannot make changes to the self-running presentation. Self-running presentations restart when they have finished or if they have been idle on a manually advanced slide more than 5 minutes.

Set a presentation to run at a kiosk

Setting a presentation to run at a kiosk allows the user to control whether a slide will advance automatically or with a mouse click on the screen. Addition control can be given to the users by adding navigation such as hyperlinks or action buttons to the slides.

Procedure To set a presentation to run at a kiosk:

1. Add in automatic timings and set the presentation to run automatically.

2. On the Slide Show tab, in the Set Up group, select the Use Rehearsed Timings check box.

3. Add hyperlinks and action buttons as required.



5. Select the Browsed at a kiosk radio button.

6. From Advance slides, select the Using timings, if present radio button.

7. Click OK.

Note: The presentation will be set to loop continuously.



Figure 6-8 The Set Up Show dialog box

Workshop Set a presentation to run at a kiosk

1. Use the file Slide Show delivery.

2. Set all the slide transitions to random and 1 second timings.

3. Set the presentation to run at a kiosk.

4. Test the presentation.

5. Reset the presentation to be presented by a speaker and remove the automatic transitions.


Rehearse and record timings

By using rehearse timings, the length of a presentation can be estimated. This could be useful if a presenter is given a definite limit for the duration of the presentation. The timings can be used or discarded.



Procedure To rehearse timings:

1. On the Slide Show tab, in the Set Up group, click Rehearse Timings.

The presentation runs the slide show and the Rehearsal bar appears.

2. Click the Next button to go to the next slide.

3. Click the Close button to stop the rehearsal, or press Esc.

A message box appears asking to keep the slide timings.

4. Click Yes to keep the slide timings, if required.

Workshop Rehearse and record timings

1. Use the presentation Slide Show delivery.

2. Record timings for the presentation.



1. What are some advantages of using custom shows?...........................

..............................................................................................................

2. If your presentation is running slowly, what action could you take?

..............................................................................................................



3. If you wish to use Presenter View, what action do you have to take first?......................................................................................................


Index

Action buttons, 30, 36

Animation, 17, 20, 22, 24, 25, 26, 27, 40

animation effects, 17, 20, 28

Chart animation, 26, 27

Comments, 70, 72, 73

Compatibility, xiv, 69, 75, 77

Compatible, 34, 42

custom show, xiv, 83, 84, 85, 86, 87

Delivering, 18

embedded, 1, 33, 34, 92

Excel, xv, 1, 2, 3, 4, 6, 7, 10

F5, 18, 19, 20

File Formats, 54

Flow charts, 7

Flowchart, 11

Footers, xiv, 51

format a chart, 5

handouts, 62, 63, 64, 66

Headers, xiv, 50, 51

hidden data, xiv, 69, 72, 73

hyperlink, 28, 29, 30, 31, 32, 37, 38, 84, 85, 87

Insert Chart, 2, 3

Inspector, xiv, 69, 73, 74, 75

Keyboard commands, 19, 20

kiosk, 83, 94, 95

Linking, 7, 31

Microsoft Graph, 2, 76

movies, xiii, 28, 33, 41, 42, 43, 44

Music from a CD, 39

Narration, 83, 91, 92

Navigating, v, 19, 28

Normal view, 54

Notes, xiv, 50, 53, 64, 73

Office Button, 56

Organisation Chart, 12

Outline, 55, 64

Passwords, 77

PDF, 54, 55, 56, 57, 58

personal, xiv, 55, 69, 72, 73

photographs, 55

PowerPoint Show, 54, 56, 57

Presenter View, xiv, 83, 89, 90

preview, 35, 43, 44

Protecting, 77

Publish, 54, 57, 58, 60, 63

Review, 69, 70, 71, 72, 74

Saving, 56, 57, 58

Screen Resolution, xiv, 83, 88

self-running presentation, 39, 94


Shockwave, xiii, 33, 44, 45, 46

Slide Show, 18, 19, 20, 54

slide transitions, 34, 38, 76, 95

SmartArt, xiii, 1, 7, 8, 9, 10, 12, 13, 17, 27, 28, 76

Templates, 54

Transitions, 20

View, 18, 58, 64, 66

XPS, 54, 55, 56, 57, 58


· Web view2008. 10. 10. · PUBLISHED BY: Wizard Computer Training Pty Ltd ABN 57 055 976...

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Transcript of · Web view2008. 10. 10. · PUBLISHED BY: Wizard Computer Training Pty Ltd ABN 57 055 976...